How do I...
Use Default Data Views
Create Shared and My Data Views
- Specify filters for the Data Views
- Selecting Data View Columns
- Edit and Delete Data Views
- Clone Data Views
- Add a Data View as a Menu
A Data View is a list of records filtered based on a defined set of criteria. Data Views are very useful for displaying data according to your specific business rules. In Impel, you can also use Data Views to show a specific user only that data which is relevant to him/her. E.g. let us assume that you need to show a customer service agent, only Open Tickets for customers in New York. You can do that very easily using Data Views. Or let us say that you want to show a sales person leads created the previous week for his/her territory. Again, you can do that with Data Views.
All major objects in Impel including Accounts, Contacts, Opportunities, Activities, Leads, Quotes, Orders, Invoices, Products, Collections and Tickets have associated Data Views. All related Objects can be used in defining a particular Data View. E.g let us say you need to look at a list of all Accounts that have placed Orders during the previous week. In this case, you would create a Data View using Order Header object as the base object for the Data View. You would filter using Order Created Date of Last week as a the criteria. You would be able to select columns to display from the Order and the Account objects and any other related objects.Or let us say that you want a list of Accounts with whom there have been no Activities in the last 3 months. In this case, you would create a Data View using Account as the Base object, but you would use Activity Start Date as a the filtering criteria.
A Data View is a combination of a Filter and specific column selection.Depending on a user's role, you can show only those columns that are relevant and important for him/her.You can also choose to show a Data View as Menu Item for specific users. This way people who only need to look at specific sets of data, will have those automatically appear in a sub-menu, without having to worry about filtering the data or choosing columns.
Impel has three types of Data Views - Default, Shared and My Views. By default, Impel provides Default Data Views for all the users in the Organization. These are common across all the companies using Impel. Shared Data Views are data views created either by you or another user within your organization and is shared only to the users of your organization. My Views are data views that you have created and not shared with other users.
Default Data Views: Impel provides a pre-defined list of Data Views. These default views can be used by all the users of an organization, but
cannot be edited. Only the order of the columns can be changed. You can select the view that you want from the drop-down list of Data Views. Some of the default views are All Data, My Data, New Last Week, New
This week, Recently Modified Data, Today’s Data, Opportunities with
Contacts, Opportunities for Accounts, Opportunities Closing This Month,
Opportunities Closing Next Month, etc.
Shared Views : These are the views which can be created according to the user’s requirement by defining the desired criteria. Shared Views can be created, edited, deleted and can be shared with other users of your organisation. Only the user who created the Data View can edit it.
My Views : These are those views which have you have created and not shared with any other users. You can edit, delete, share data views that you have created.
Using Default Data Views.
Each of the major objects in Impel, has pre-defined Default Data Views. You can only choose one of the Predefined data views.
You will get a list of the records that match the criteria pre-defined for the data view
- You can change the Sort Order for any of the columns in the Data View by clicking on the arrow next to the column name
You cannot Edit or Delete the default Data Views. You can only Create New data views (Shared or My Views) and Clone the default Data View to create a new data view based on the Data View that you have chosen.This screen shows the Default Data Views set up for the Account object.
Creating a Data View.
You can create Data Views in Impel by defining filter criteria and the columns that you want to view in the Data View. By default, the Show this Data View to all users is selected.Always ensure that you give a descriptive name and a full description for each Data View that you create.
If you choose Show this Data View to all users option:
- The Data View will be visible to all the users in your company.
- Such Data Views will appear under Shared Data Views. Data Views created by you or by other users in your company and shared with all users, will appear under Shared Data Views.
- You will not be able to Edit or Delete Data Views created by other users.
If you choose Show this Data View only to me option:
- Only you will be able to see this Data View
- Such Data Views will appear under My Views.
- You can Edit or Delete Data Views that you have created
Specifying filters for Data Views.
You can create Data Views including data from anywhere within the system be they Base Objects, Custom Objects and Dependent Objects. You can specify very exact filter conditions to give you exactly the data that you want to view.
Here is a list of the various filters that you can use in Impel
Please Note :
- In each row, only one filter criteria can be chosen. But, the territory field is an exception, where you can choose multiple territories.
- Choose the appropriate value from the drop-down list to create the views. If inappropriate value is chosen, then views cannot be created.
- While setting the criteria for date, if fixed date is chosen, then you need to choose a date from the calendar.
Selecting Data View Columns
In the pop-up screen that appears on clicking Add
- Expand the entity names below (left) to see columns that you can use in your Data View. Click on a column to add it to your View. Select the manner you would like the column to be shown in - as a data value, as a count of items, etc. Uncheck a selected column on the right to exclude it from the View. You can change the Labels and the Sort Order for the selected fields. You can use the drag control to move fields to be placed in the order that you want them in.
Editing and Deleting Data ViewsYou can "Edit" or "Delete" data views by clicking on the Edit or Delete links shown in the screen below. You cannot Edit or Delete default data viws or data views created by other users.
Cloning a Data View
If you want to base a new data view on an existing one, with only minor changes, use the Clone function. This duplicates all the columns and filter criteria from the Data View that you have chosen to clone. By default, Impel uses the same name as the chosen Data View and adds the word Cloned to it. We suggest that you rename the new data view with a name that makes sense.
Add as menu
You can make a Data View appear as a Menu tab either for yourself or for other users. Generally, we suggest that your power users have access to all the Data View functionality. Operational users, who do not need to change the data views and really need to only use specific functionality all the time could have just Menus that they use. For example, lets say you have an Outbound Caller who makes calls based on Warranty Expiration. You could set up a Data View of Warranties expiring in 30 days, 7 days and push these as Menus to the Outbound caller. S/he would only have two simple menu tabs on their Impel screen, which shows them a list of warranties expiring in 30 days and one that shows warranties expiring in 7 days.
Data Views set up as Menus or sub-menus are extremely useful for operational users who do not need to see the complexity of setting up a data view, but need the flexibility of data views to perform their jobs effectively.